Executive Assistant

Job Description

Job Description

This position is responsible for providing various administrative support to the CEO, CFO and various company Directors. The position requires thorough knowledge of the Company operations, policies, and procedures, and must possess understanding and capability to effectively manage highly confidential information and material. Performs in research, collection, and compilation of Company business related data, including various presentation materials, for use by executive officers and managers of the Company, and by outside service providers from time to time, in various meetings and business discussions. Prepares, in coordination with other personnel, various monthly, quarterly, and annual corporate events. Requires ability to resolve various issues that arise in the day-to-day business operations, and to make proper judgments and decisions required therein, under the specific guidance provided by the immediate supervisor and other executives of the Company. The position also requires an initiative-taker mentality with the ability to work independently with a minimum direction.

ESSENTIAL DUTIES 

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. 

Executive Duties:

• Compile various sales performance data required for trend analysis and formation of revenue projection.
• Compile, maintain and analyze sales order list (backlog) on a daily basis in an effort to expedite and maximize monthly, quarterly, and annual sales.
• Compile and maintain inventory asset data on a monthly basis for an executive review and analysis.
• Compile, maintain and analyze various manufacturing performance data for an executive review and decision of appropriate actions for improvement.
• Compile and maintain other business-related data and databases as business requires.
• Preparation of presentation package incorporating the above-described data and analysis results for executive and managerial meetings
• Review monthly expenditures of selected departments and prepare backup detail reports, under specific analytical guidance, for executive justification and corrective actions. 
• Coordination and management of contracted services provided by outside providers in the area of office management, facility maintenance, security, and other business matters
• Compile data and information required for various agency regulatory submittals, such as annual hazardous material inventory report and security / safety equipment maintenance report.
• Collect sales opportunity, performance, and market data from the Company ERP (Enterprise Resource Planning) system and CRM (Customer Relationship Management) database for executive review, analysis, and decision of future actions.
• Preparation, maintenance, and coordination for an execution of NDR (Non-Disclosure Agreement) with existing and potential customers and business associates
• Help in review and analysis of actual expenditure, planned activities, requested capital investments in preparation and formation of annual business plan.
• Perform other duties and special projects assigned. 

Sales Duties:

• Collects data and publishes monthly sales and bookings and shipments by rep and RSM.
• Reviews and edits the monthly rep commission reports. 
• Edits, publishes, and updates all price books for five regions.
• Publishes quarterly report on all sales by industry,
• Compiles the annual budgets from the RSMs.
• Manages and publishes all annual rep and RSM’s contracts.
• Organizes the Annual Sales Meeting and the August RSM Meeting
• Coordinates and establishes international travel documents for employees and manages correspondence and visas for international visitors.
• Primary contact for negotiating hotel contracts.
• Performs other sales duties as assigned.
  EDUCATION & EXPERIENCE 
• A BA degree in Business Administration is preferred but not required.
• Excellent communication skills, both oral and written, required.
• Advanced computer skills in use and operation of common business software programs including Microsoft Excel, Word, Power Point, Outlook, Project and Access, required.
• Ability to learn or experience in use and operation of entry level graphics/drawing software programs such as Adobe Illustrator, CorelDraw and Microsoft Visio, required.
• Experience and expertise in Industrial and competitive research through the Internet required.
• Availability to work outside of regular business hours required. 
• Oracle/JDE and manufacturing experience a plus.
• Notary is a plus.